Special City Council Meeting

City Of Prosser CITY COUNCIL SPECIAL MEETING AGENDA Council Chambers, 601 7th Street, Prosser WA 99350 Tuesday, April 6, 2021 @ 7:00 PM Per Ordinance 20-3122, all City Council meetings will be held remotely until further notice. The City asks all members of the public that wish to comment on Council agenda items, to please contact City Clerk, Rachel Shaw via email at rshaw@ci.prosser.wa.us or by phone at (509) 786-8218, no later than 4:00 p.m., the day of the meeting. Please state your first and last name, city of residence and the agenda item you wish to comment on. To join the meeting, please click on the following link from you computer, tablet or smartphone: https://global.gotomeeting.com/join/432979149 You can also dial in using your phone: United States: +1 (571) 317-3112 Access Code: 432-979-149 New to GoToMeeting? Get the app now and be ready when the meeting starts: https://global.gotomeeting.com/install/432979149 Page 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVAL OF AGENDA 5. CITIZEN PARTICIPATION 6. MAYOR AND CITY COUNCIL REPORTS AND COMMENTS 7. CITY ADMINISTRATOR REPORTS AND COMMENTS 8. COUNCIL ACTION a. Consideration of Ordinance 21-_____ amending the 2021 Budget to allow for 3-8 the allocation and expenditure of carry forward cash. 2021 Budget Amendment Ordinance The first Ordinance passed will be Ordinance 21-3140 The first Resolution passed will be Resolution 21-1668 Page 1 of 8  Adopt Ordinance 21- ______ amending the 2021 Budget. 9. COUNCIL DISCUSSION 10. ADJOURNMENT The first Ordinance passed will be Ordinance 21-3140 The first Resolution passed will be Resolution 21-1668 Page 2 of 8  CITY OF PROSSER, WASHINGTON AGENDA BILL Agenda Title: Meeting Date: Consideration of Ordinance 21-_____ April 6, 2021 amending the 2021 Budget to allow for the Special City Council Meeting allocation and expenditure of carry forward cash. Item Type: Action Department: Director: Contact Person: Phone Number: Finance Thomas Glover Toni Yost 509-786-8215 Cost of Proposal: Fund Name and Number: $1,060,664 Various Amount Budgeted: Reviewed by Finance Department: TY 03/16/2021 Attachments to Agenda Packet Item: 1. Cash Carry Forward Summary Page 2. Ordinance 21 - _______ Budget Amendment Summary Statement: Each year in the spring, when the final budget figures for the previous year is finalized, Council reviews the cash carry forward and determines the allocation of those funds. Typically, the Council considers one-time expenditures listed in the Council's Goals, Priorities, Capital Facilities Plan, or deferred budget items. Attached staff have prepared a summary of the recommending funding allocation. City Administrator Glover and Finance Director Yost will be present to review with Council the proposed allocation and projects. It may be helpful to note that staff is recommending that this Ordinance be considered for approval at this session which would allow staff to begin working on the more time sensitive projects like the Playground Project, Community Grants, and Seasonal Parks Staff. Page 3 of 8 Consistent with Council Goal: Goal #1: Livability & Quality of Life, Goal #2: Financial Sustainability, Goal #3: Promote Economic Development & Jobs, Goal #4: Infrastructure & Transportation, Goal #5: Operational Excellence & Communication Recommended City Council Action/Suggested Motion: Adopt Ordinance 21- ______ amending the 2021 Budget. Reviewed by Department Reviewed by City Attorney: Approved by City Director: Administrator: Toni Yost Howard Saxton Thomas Glover Date: Mar 31, 2021 Date: Mar 18, 2021 Date: Mar 19, 2021 Page 4 of 8 2021 Cash Carry Forward Review - Includes carry forward from 2019-2021 - Sales Tax Receipts related to construction projects - Conservative spending and reduced city services due to COVID-19 Considerations - One Time Expenditure - Council Goals and Priorities - Capital Facilities Plan - Previous Budget Requests - Urgent Needs Recommendations Project Description Amount General Fund Reserve: Reserve funds to provide $350,000 for future and on-going litigation; pay back funds expended at part of the Labor Day windstorm in 2020. Street Fund Reserve: Provide match funds for $300,000 transportation projects. Playground Project: Replacement and $300,000 improvement of playground at City Park. Estimated total project cost is $550,000. Currently $140,000 in previously reserved fund are dedicated to project. Community Assessment Grants/Projects: $50,000 Provides funds to support small business grants or city projects associated with the findings of the Community Assessment currently underway. Parks Seasonal Support: Only one seasonal parks $12,500 position is included in the 2021 budget. This would provide the funding for the second position. General Fund Department – Budget Reductions: $25,000 Return some funding the General Fund departments to offset budget reductions. Page 5 of 8  CITY OF PROSSER, WASHINGTON ORDINANCE NO. 21-______ AN ORDINANCE AMENDING THE 2021 BUDGET AT THE FUND LEVEL AND FINDS THAT THIS AMENDMENT TO THE 2021 BUDGET IS IN THE BEST INTEREST OF THE CITY. THE ORDINANCE ALSO AUTHORIZES THE FINANCE DIRECTOR TO MAKE ALL ADJUSTMENTS TO THE 2021 BUDGET ORDINANCE NECESSARY TO ACCOMPLISH THE PURPOSE OF THIS ORDINANCE. THE ORDINANCE ALSO PROVIDES THAT SECTIONS ARE SEVERABLE FROM ONE ANOTHER AND SETS FORTH THE EFFECTIVE DATE OF THE ORDINANCE AND PROVIDES FOR PUBLICATION BY SUMMARY. WHEREAS, the 2021 adopted budget included an estimated cash balance and funds were received in excess of those estimates; and WHEREAS, the Council find that it is in the best interest of the City of Prosser to appropriate a portion of the unexpended fund balance and release those funds for appropriation pursuant to RCW 35A.33.120; and THE CITY COUNCIL OF THE CITY OF PROSSER, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. The 2021 Budget is amended for the following funds at the fund level: Fund # Fund Name Revenue Appropriation 001 General Fund Adopted $6,234,020 $6,234,020 Adjustment $1,037,500 $1,037,500 Amendment Total $7,271,520 $7,271,520 104 Street & Transportation Reserve Adopted $81,522 $81,522 Adjustment $300,000 $300,000 Amendment Total $381,522 $381,522 115 General Fund Reserve Adopted $869,373 $869,373 Adjustment $350,000 $350,000 Amendment Total $1,219,373 $1,219,373 Page 6 of 8 Fund # Fund Name Revenue Appropriation 120 Playground Reserve Fund Adopted $28,226 $28,226 Adjustment $300,000 $300,000 Amendment Total $328,226 $328,226 Section 2. The Finance Director is hereby authorized to make all adjustments to the City’s Budget to accomplish the purposes of this Ordinance in accordance with RCW Chapter 35A.33.120 and in accordance with the BARS Manual. Section 3. The Finance Director, or her designee, is authorized to make interfund loans in the minimum amount necessary to cover any cash flow shortage. These loans shall be repaid as soon as funding is available to cover the cash flow shortage. All terms required by the State BARS manual shall be incorporated into the loan document, including interest, if applicable. The Finance Director, or her designee, is authorized to close this fund when it is determined that it is no longer necessary following project completion. Section 4. SEVERABILITY. The provisions of this ordinance are hereby declared to be severable. If any section, subsection, sentence, clause, or phrase of this ordinance or its application to any person or circumstance is for any reason held to be invalid or unconstitutional, the remainder of this ordinance shall not as a result of said section, subsection, sentence, clause, or phrase be held unconstitutional or invalid. Section 5. This ordinance shall take effect five days after passage and publication of an approved summary thereof consisting of the title. PASSED by the City Council and APPROVED by the Mayor this _______ day of ____________________, 2021. _______________________________ MAYOR RANDY TAYLOR ATTEST: ______________________________ CITY CLERK, RACHEL SHAW Approved as to form: __________________________________ CITY ATTORNEY, HOWARD SAXTON Date of Publication: _______________ Page 7 of 8  SUMMARY OF ORDINANCE NO. 21-_____ of the City of Prosser, Washington On the ____ day of ___________, 2021, the City of Prosser, Washington, passed Ordinance No. ____________. A summary of the content of said ordinance, consisting of the title, provides as follows: AN ORDINANCE AMENDING THE 2021 BUDGET AT THE FUND LEVEL AND FINDS THAT THIS AMENDMENT TO THE 2021 BUDGET IS IN THE BEST INTEREST OF THE CITY. THE ORDINANCE ALSO AUTHORIZES THE FINANCE DIRECTOR TO MAKE ALL ADJUSTMENTS TO THE 2021 BUDGET ORDINANCE NECESSARY TO ACCOMPLISH THE PURPOSE OF THIS ORDINANCE. THE ORDINANCE ALSO PROVIDES THAT SECTIONS ARE SEVERABLE FROM ONE ANOTHER AND SETS FORTH THE EFFECTIVE DATE OF THE ORDINANCE AND PROVIDES FOR PUBLICATION BY SUMMARY. The full text of this Ordinance will be mailed upon request. DATED this _____ day of ________________, 2021. CITY CLERK, RACHEL SHAW Page 8 of 8